EV Charger RFP Template: What to Include in Your Request

EV Charger RFP Template: What to Include in Your Request

A well-written Request for Proposal (RFP) is the difference between receiving comparable, actionable bids and receiving a pile of inconsistent proposals that cannot be evaluated fairly. EV charging infrastructure involves complex electrical, software, financial, and operational requirements. Without a clear RFP, buyers risk selecting the wrong equipment, underestimating total cost, or discovering critical gaps after contracts are signed. This guide provides a comprehensive RFP template for EV charging projects, explains why each section matters, and offers evaluation criteria to help you choose the right vendor.

Why RFPs Matter for EV Charging Infrastructure

EV charging projects are not commodity purchases. The same nominal charger specification—150 kW DC fast charging, for example—can hide enormous differences in efficiency, reliability, software capability, certification status, warranty terms, and post-sale support. An RFP forces both the buyer and the vendor to clarify expectations before money changes hands.

For organizations spending $100,000 to several million dollars on charging infrastructure, the RFP process reduces risk, encourages competition, and creates a documented basis for selection. It also helps internal stakeholders—facilities, procurement, legal, and operations—align on priorities.

The EV charging market is growing rapidly. According to BloombergNEF, global public charging points reached more than 3.8 million in 2024, and annual investment in charging infrastructure is expected to exceed $100 billion by 2030. As deployment accelerates, the consequences of poor procurement compound. A charger that fails frequently can damage brand reputation, reduce utilization, and trigger penalty clauses in incentive agreements. An RFP is the buyer's best defense against these outcomes.

Who Should Use This RFP Template

This template is designed for any organization procuring EV charging equipment and related services. Typical users include:

• Fleet operators electrifying depots for trucks, buses, or delivery vans
• Gas station and convenience store owners adding DC fast charging to existing fueling locations
• Workplace and commercial property managers installing chargers for employees and visitors
• Municipalities and transit agencies deploying public charging or bus depot infrastructure
• Retail and hospitality operators using charging to attract customers and extend dwell time
• Energy developers and utilities building charging hubs as part of grid modernization programs

Whether you are issuing a formal public RFP or a private request for quotation (RFQ), the sections below help you structure requirements so vendors respond with proposals that can be compared side by side.

RFP Section 1: Project Overview and Objectives

Begin with a concise summary of what you are trying to achieve. Vendors should understand your goals before they propose equipment.

Include:

• Project name and location
• Number of charging ports and power levels required
• Primary use case (public charging, fleet depot, workplace, retail, residential)
• Target vehicles (passenger cars, trucks, buses, mixed fleet)
• Timeline for deployment
• Budget range or expected investment level
• Key success metrics (uptime, utilization, revenue, emissions reduction)

Example Language

"The purpose of this RFP is to procure, install, and commission DC fast charging infrastructure at three locations along Interstate 95. The project will support public charging for passenger and light commercial vehicles, with a target of 97% uptime and interoperability with major charging networks."

Strategic Tip: Define Success Metrics Early

Vendors optimize their proposals around what you measure. If you emphasize lowest upfront price, you will receive stripped-down bids. If you emphasize 10-year total cost of ownership and uptime, you will receive proposals built for long-term performance. Common success metrics include:

RFP Section 2: Site Information and Constraints

Vendors need detailed site information to propose appropriate equipment and installation approaches. Provide as much as possible, including:

• Site addresses and layout drawings
• Existing electrical service capacity and transformer ratings
• Utility contact information and known constraints
• Planned locations for chargers, transformers, and switchgear
• Soil conditions, drainage, and civil work requirements
• Climate conditions (temperature range, humidity, salt exposure, dust)
• Accessibility requirements and ADA compliance needs
• Existing network connectivity (fiber, cellular, WiFi)

If utility upgrades are needed, state whether the vendor is responsible for coordinating with the utility or whether the buyer will handle that separately.

Climate and Environmental Considerations

Outdoor chargers face conditions that indoor office equipment never encounters. Salt air near coastlines accelerates corrosion. Desert dust can clog cooling filters. Cold climates reduce cable flexibility and increase heating demand. Your RFP should specify the environmental envelope so vendors do not propose indoor-rated equipment for outdoor deployment.

FBK POWER's Split-Type DC Charging Cabinet is designed for ambient temperatures from -25°C to +50°C and carries IP55/IK10 enclosure protection, making it suitable for harsh highway corridors and industrial sites. For milder environments such as workplace parking, our Pedestal AC Charging Station and Wall-Mounted AC Charging Station offer cost-effective alternatives.

RFP Section 3: Technical Requirements

This is the heart of the RFP. Be specific about the equipment and performance you expect.

Power and Performance

• Charger power levels (e.g., 150 kW DC, 22 kW AC)
• Number of connectors per charger
• Connector types required (CCS, NACS, CHAdeMO, Type 2)
• Output voltage range (200–1000 VDC recommended for future-proofing)
• Efficiency at full and partial load (≥95% typical)
• Power factor and THD limits
• Simultaneous charging capability and power sharing behavior

Environmental and Mechanical

• Operating temperature range (e.g., -25°C to +50°C)
• Ingress protection rating (IP54 minimum for outdoor, IP55 or IP65 preferred)
• Impact protection rating (IK08 or higher)
• Cable management system requirements
• Enclosure material and finish

Communication and Software

• OCPP version required (1.6 JSON minimum, 2.0.1 preferred)
• Backend compatibility requirements
• Payment system integration (credit card, RFID, mobile app, roaming)
• Remote monitoring and diagnostic capabilities
• API availability for integration with fleet or building management systems
• Firmware update process and schedule

Safety and Certifications

• Required certifications (UL, CE, ENERGY STAR, FCC)
• Compliance with local electrical codes
• Ground fault, overcurrent, and surge protection
• Emergency stop and fire suppression coordination
• Lighting and signage requirements

Standards and Certifications Reference

Certification requirements vary by market. For North America, UL 2594 and UL 2251 are the baseline safety standards for EV supply equipment and connectors. For Europe, CE marking under IEC 61851 is required. NEVI-funded projects in the United States impose additional technical, sourcing, and reporting requirements. You can learn more about FBK POWER's compliance posture on our certifications and standards pages.

RFP Section 4: Installation and Commissioning

Clarify who is responsible for each phase of the project.

Include:

• Permitting and inspection responsibilities
• Civil work scope (trenching, concrete pads, bollards)
• Electrical work scope (service upgrade, switchgear, conduit)
• Network installation and connectivity
• Charger delivery, unloading, and placement
• Commissioning, testing, and acceptance criteria
• Training for operations and maintenance staff

Acceptance Criteria Example

"Each charging port must successfully complete a 30-minute test charge at rated power with a reference vehicle or load bank. The site must demonstrate payment processing, network connectivity, and remote monitoring functionality before final acceptance."

Installation Responsibility Matrix

A common source of dispute is unclear scope boundaries. Use a responsibility matrix to show who handles each task:

RFP Section 5: Operations, Maintenance, and Warranty

The total cost of ownership over 10 years often exceeds the initial purchase price. Make sure vendors address ongoing support.

Include:

• Warranty period for hardware, power modules, and cables
• Expected service life and mean time between failures (MTBF)
• Preventive maintenance schedule and scope
• Response time for critical failures
• Availability of spare parts and replacement modules
• Remote diagnostic and troubleshooting capabilities
• Software update and support terms
• Optional service level agreements (SLAs) with uptime guarantees

Key Questions to Ask

• What is the warranty on power modules versus the complete cabinet?
• How long are spare parts guaranteed to be available?
• What is the typical response time for a failed charger in your service region?
• Do you offer remote monitoring and proactive maintenance alerts?

Maintenance Planning Framework

A well-structured maintenance plan prevents small problems from becoming expensive outages. Consider requiring vendors to address four maintenance categories:

RFP Section 6: Pricing and Commercial Terms

Request pricing in a structured format so proposals can be compared directly.

Pricing Table Template

Also request:

• Payment terms
• Shipping and delivery schedule
• Bonding and insurance requirements
• Liquidated damages for delays
• Change order process

Total Cost of Ownership Request

In addition to itemized pricing, ask each vendor to provide a 10-year TCO estimate that includes:

• Equipment and installation
• Electricity and demand charges
• Software subscriptions
• Maintenance and repairs
• Warranty extensions
• Expected downtime cost
• End-of-life disposal or upgrade

This prevents vendors from winning on low upfront price while hiding long-term costs.

RFP Section 7: Vendor Qualifications and References

Require vendors to demonstrate experience and financial stability.

Request:

• Company history and financial statements
• Relevant project experience with similar sites
• Reference customers with contact information
• Certification status (UL, ISO, etc.)
• Manufacturing location and supply chain transparency
• Buy America compliance documentation if required
• Insurance and bonding capacity

For NEVI-funded projects, require documentation proving that chargers are assembled in the United States and meet domestic content requirements.

Reference Check Checklist

When contacting references, ask specific questions rather than general satisfaction ratings:

• How many chargers did you deploy, and over what timeline?
• What is your actual uptime over the past 12 months?
• How quickly does the vendor respond to critical failures?
• Did the project stay within budget?
• What would you do differently on your next deployment?
• Would you choose this vendor again?

RFP Section 8: Evaluation Criteria

Tell vendors how you will score proposals. This encourages vendors to address your priorities directly.

Sample Weighting

Avoid selecting purely on lowest upfront price. The cheapest charger often becomes the most expensive if it fails frequently or lacks support.

Evaluation Best Practices

• Use a scoring rubric with defined point ranges for each criterion
• Require at least two evaluators to score independently
• Hold a clarification period where vendors can ask questions
• Document the rationale for the final selection
• Notify unsuccessful vendors with brief feedback

RFP Section 9: Compliance and Reporting

For publicly funded projects, compliance documentation is critical. Include requirements for:

• NEVI technical standards (150 kW per port, CCS and NACS, 97% uptime)
• Buy America domestic content certification
• Open payment and roaming interoperability
• Real-time availability data through open APIs
• Quarterly reliability and usage reporting
• Accessibility compliance (ADA in the U.S.)

Vendors should state clearly how their solution meets each requirement and provide supporting documentation.

RFP Section 10: Risk Allocation and Contract Terms

A strong RFP anticipates where disputes arise and allocates risk clearly.

Key Contract Topics

• Performance guarantees: Uptime, response time, and energy efficiency commitments
• Liquidated damages: Financial consequences for missing deadlines or performance targets
• Warranty terms: Scope, duration, exclusions, and transferability
• Indemnification: Responsibility for third-party claims, including IP infringement
• Insurance requirements: General liability, professional liability, and workers compensation
• Termination rights: Conditions under which either party can exit the agreement
• Intellectual property: Ownership of custom software, drawings, and documentation
• Force majeure: How delays beyond either party's control are handled

Risk Allocation Principles

Place risk with the party best able to control it. The vendor should bear risk for equipment defects and installation quality. The buyer should bear risk for site conditions and utility delays that are outside the vendor's control. Shared risks, such as permitting timelines, should be addressed with clear notice and escalation procedures.

RFP Section 11: Sustainability and Future-Proofing

Modern RFPs should address how charging infrastructure aligns with broader sustainability goals and adapts to future technology changes.

Sustainability Requirements

• Energy efficiency targets (≥95% for DC fast chargers)
• Integration with on-site solar or battery storage
• Ability to participate in demand response programs
• Reporting on carbon emissions avoided
• End-of-life recycling and responsible disposal

Future-Proofing Considerations

• Connector roadmap (CCS, NACS, MCS for heavy-duty vehicles)
• Power upgrade paths without full replacement
• Software update capability for new protocols
• Grid services support (V2G, frequency regulation)
• Scalability for additional charging ports

FBK POWER offers All-in-One Battery Systems and Solar Panels that integrate with charging infrastructure to reduce grid dependence and operating costs. For mobile or emergency power, our Portable Power Station provides flexible backup options.

RFP Section 12: Payment, Roaming, and Customer Experience

The user-facing side of charging infrastructure often determines whether a site succeeds commercially. Your RFP should define how drivers will pay, how prices are set, and how the experience compares to competing networks.

Payment and Pricing Requirements

• Accepted payment methods (credit card, debit card, mobile app, RFID, fleet card)
• Support for contactless payment and EMV compliance
• Dynamic pricing capability (time-of-use, demand-based, membership tiers)
• Transparent pricing display before and during the session
• Receipt and transaction history availability

Roaming and Network Access

For public charging sites, roaming agreements allow drivers from other networks to initiate sessions without creating a new account. Require vendors to explain:

• Which roaming networks they participate in (Hubject, Gireve, OCPI-based roaming)
• How session data and revenue are settled between networks
• Whether drivers can use third-party apps to locate and pay for charging
• How pricing is displayed to roaming users

Customer Experience Standards

A frustrating charging experience reduces utilization and generates negative reviews. Consider requiring:

• Clear signage and wayfinding from the street to the charging bay
• Lighting for safety and visibility at night
• Easy-to-read displays with session status and pricing
• Reliable cable management that prevents damage and tripping hazards
• Accessibility compliance so all drivers can reach connectors

Driver Support

When something goes wrong, drivers need help quickly. Your RFP should state whether the vendor or a third party provides 24/7 driver support, how disputes are handled, and how refunds are processed.

RFP Section 13: Data Reporting and API Requirements

Modern charging networks generate valuable data. Your RFP should specify what data you expect, how often it is delivered, and in what format.

Operational Data

• Real-time availability and status of each port
• Energy delivered per session and per day
• Average session duration and power profile
• Fault codes, alerts, and maintenance events
• Utilization rates by time of day and day of week

Financial and Compliance Reporting

• Transaction volume and revenue by payment method
• Roaming session counts and settlement reports
• NEVI or incentive program reporting templates
• Carbon emissions reductions and sustainability metrics

API and Integration Requirements

Most operators want data in their own systems. Specify:

• REST or GraphQL API availability
• Authentication methods and rate limits
• Data export formats (CSV, JSON, PDF)
• Webhook support for real-time events
• Integration with fleet telematics, building management, or utility demand response platforms

Data Ownership and Privacy

Clarify who owns the charging data, how long it is retained, and how customer privacy is protected. For sites in regulated jurisdictions, require compliance with GDPR, CCPA, or equivalent frameworks.

Common RFP Mistakes to Avoid

Vague Technical Specifications

Saying "supply EV chargers" without specifying power level, connector type, or protocol invites vendors to propose whatever is easiest for them, not what you need.

Ignoring Total Cost of Ownership

Focusing only on equipment price ignores installation, maintenance, electricity, software, and downtime costs. Request 10-year TCO estimates from each vendor.

Unrealistic Timelines

Utility upgrades and permitting can take 12 to 18 months. Rushing the schedule leads to corners being cut or projects failing.

No Reference Checks

Always contact reference customers, especially for projects similar to yours. Ask about uptime, support responsiveness, and whether the project stayed on budget.

Missing Change Order Process

EV charging projects often encounter surprises during installation. Define how changes are priced and approved before they happen.

Underestimating Software Complexity

The charger is only part of the system. Payment processing, network roaming, backend reporting, and API integration often determine whether the project succeeds operationally. Make sure your RFP addresses software in detail.

Failing to Plan for Growth

A site that meets today's demand may be undersized in three years. Require vendors to explain how their architecture scales without requiring complete replacement.

RFP Evaluation Workshop: How to Score Proposals

Once proposals arrive, organize a structured evaluation workshop. Assign roles, use a standardized scorecard, and avoid anchoring on the first proposal reviewed.

Recommended Evaluation Process

1. Compliance screening: Eliminate proposals that fail mandatory requirements
2. Technical review: Score against power, environmental, software, and safety criteria
3. Commercial review: Normalize pricing and calculate 10-year TCO
4. Reference checks: Contact at least two reference customers per finalist
5. Clarification calls: Ask targeted questions about gaps or assumptions
6. Site visits: If possible, visit operating deployments
7. Final scoring and selection: Combine scores and document the decision

Red Flags in Proposals

• Missing certifications or vague compliance claims
• No reference projects in your use case or region
• Unrealistically low pricing compared to competitors
• Poor response to warranty or service questions
• Inability to explain how power sharing or load balancing works
• No clear plan for utility coordination or permitting

RFP Timeline and Project Phasing

A realistic timeline protects both buyer and vendor. Below is a typical schedule for a multi-site DC fast charging deployment.

For large programs, consider a phased rollout. Start with one or two pilot sites to validate assumptions before scaling to the full portfolio.

Case Study: Gas Station Corridor Deployment

A regional fuel retailer issued an RFP for DC fast charging at 15 highway locations. The initial draft emphasized low equipment price and rapid deployment. After revising the RFP to include 10-year TCO, uptime guarantees, and reference site visits, the buyer received proposals that were 20% higher in upfront cost but projected 35% lower lifecycle cost.

The selected vendor proposed modular DC charging cabinets with 150 kW ports, dual CCS/NACS connectors, and OCPP 1.6 backend integration. The modular design allowed the retailer to start with 150 kW per port and upgrade to 350 kW by adding power modules without replacing cabinets. Over the first two years, the network achieved 99.2% uptime and average utilization of 11%, exceeding the buyer's original targets.

This example illustrates why a well-structured RFP rewards buyers who look beyond sticker price. The detailed requirements surfaced meaningful differences between vendors and protected the buyer from selecting equipment that would have become obsolete within five years.

How FBK POWER Responds to RFPs

FBK POWER supports customers through the entire RFP and deployment process. Our proposals typically include:

• Detailed equipment specifications with model numbers and certifications
• Site-specific installation recommendations based on provided drawings
• 10-year total cost of ownership analysis
• Reference deployments including 100+ Sinopec gas station sites
• Modular upgrade paths from 30 kW to 480 kW
• OCPP 1.6 backend integration options
• Warranty and service plans with spare parts availability

Our engineering team can review your RFP requirements, identify gaps, and propose configurations that match your budget and performance goals.

Use-Case-Specific Guidance

For gas station operators, we emphasize high-uptime DC fast charging that turns fueling locations into mobility hubs. For logistics and warehouse fleets, we focus on scalable depot charging with load management and overnight scheduling. For public transport agencies, we design depot and opportunity charging architectures that align with bus route schedules and grid constraints.

Downloadable RFP Checklist

Use this checklist to ensure your RFP covers the essentials:

• [ ] Project overview and objectives defined
• [ ] Site information and constraints documented
• [ ] Technical requirements specified (power, connectors, protocol, certifications)
• [ ] Installation and commissioning scope clarified
• [ ] Operations, maintenance, and warranty requirements included
• [ ] Structured pricing table provided
• [ ] 10-year total cost of ownership requested
• [ ] Vendor qualifications and references requested
• [ ] Evaluation criteria and weighting published
• [ ] Compliance requirements listed
• [ ] Risk allocation and contract terms addressed
• [ ] Sustainability and future-proofing requirements included
• [ ] Submission deadline and contact information included

Conclusion

A thorough RFP is the foundation of a successful EV charging project. It aligns stakeholders, attracts qualified vendors, and creates a fair basis for comparison. By including clear technical requirements, realistic commercial terms, and strong evaluation criteria, buyers can select equipment and partners that deliver reliable performance over the long term.

The best RFPs treat procurement as the start of a 10-year partnership, not a one-time transaction. They anticipate operational realities, allocate risks appropriately, and leave room for growth as vehicle technology and charging standards evolve.

Download our EV charging project planning guide or request a quote to receive a detailed proposal tailored to your RFP requirements.

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This article was researched using [U.S. Department of Transportation NEVI Program Guidance](https://www.transportation.gov/rural/ev/toolkit/ev-charging-basics), [Federal Highway Administration Procurement Standards](https://www.fhwa.dot.gov/environment/nevi/), and [DOE Alternative Fuels Data Center](https://afdc.energy.gov). RFP best practices reference [National Institute of Governmental Purchasing (NIGP)](https://www.nigp.org) and [Public Procurement Standards](https://www.naspo.org).